From Redrock Wiki

Importing Student Data into TracCloud

TracCloud can import data from any source as long as it's provided in the correct format. Using your current Student Information System (Banner, PeopleSoft, DataTel, etc) as a source, create files that match the specifications below. We will require two files- A student file and an enrollment/registration file.

Import files must be in a flat-text format (.csv or .txt), comma or tab delimited. Comma delimited files must have quotes surrounding every field, including numeric fields. A header row is required, and custom fields must be coordinated with Redrock Software to ensure assignment to the correct data field. UTF-8 is preferred.

Click the buttons below to view or download example files.

View Student File View Course File View Section Schedule File

Description of Import fields
Type Description
A## Alphanumeric field with a specified maximum length
#B Big Integer, maximum value of about 9 quintillion, or a 16-digit numeric value
Date Date, formatted as YYYY-MM-DD
Double Decimal # with up to 12 digits precision

Available Student Import Fields
Name Type Required Field Description Example
ID #B Yes* The unique numeric ID of the student, required if Other_ID isn't being used. 19310045
Other_ID A40 Yes* A secondary ID or handle for the student, required if ID isn't being used. A19310045
Other_ID2 A40 An optional tertiary ID or handle for the student. dsmith1990
Barcode A80 A barcode ID for the student, required if scanners are used to log students in. A2609376378
OtherStatus A80 An optional secondary status. Primary status is set automatically. Registered
Legal_First A80 The legal first name of the student. David
First_Name A80 Yes The preferred first name of the student. Dave
Last_Name A80 Yes The last name of the student. Smith
Middle A80 The middle name or initial of the student. L.
Street A80 The street address of the student. 1234 E. Nowhere St.
Apt A80 Apartment Number. #46
City A80 City of the student address. Tempe
State A80 The state of the student address. Two-letter formatting displays best. AZ
Zip A10 The zip code of the student address. 88881
Country A10 The country of the student address. USA
Home_Phone A20 The student's home phone number. 555-555-5551
Work_Phone A20 The student's work phone number. 555-555-5552
Cell_Phone A20 The student's cell phone number. 555-555-5553
Email A80 * The student's email address. Required if students are going to be receiving emails from TracCloud.
Preferred A20 The student's preferred phone number, 'Home', 'Work', or 'Phone'. Home
Username A80 * The student's username or handle, required if students are going to be logging into TracCloud. dsmith
Birthdate Date The student's birthdate. 1970-01-01
Gender A80 The student's gender. Male
Ethnicity A80 The student's ethnicity. Caucasian
Major A120 The student's major. Accounting
Class A80 The student's class. SO
DegreeGoal A80 The student's degree goal. AAS
Cohort A80 The student's cohort. 2017SP
College A80 The student's college. Nowhere State University
Grad_Und A80 The student's graduate status. Und
DateStarted Date The student's start or enrollment date. 2015-12-01
DateWithdrawn Date The student's withdrawn date. 2015-12-02
ReasonWithdrawn A128 The student's withdrawn reason. Reasons
GradDate Date The student's graduation date. 2020-10-05
GradDegree A128 The student's graduate degree. AAS
GPA Double The student's GPA. 3.2
AccumHours Double The student's total accumulated hours. 46
Fund A80 The student's fund. Federal Work Study
Pronouns A80 The student's preferred pronouns. He/Him/His
CustomData1-X A80 Custom fields, available for any purpose. Multiple custom fields can be used. ?

Available Registration Import Fields
Name Type Required Description Example
Course.Subject A40 Yes The subject in which the student is enrolled. ACTG
Course.Course A20 Yes The course number. 100
Course.Title A128 Yes The name of the course in which the student is enrolled. Intro to Accounting
Section.Code A80 Yes* The section code. Required if CRN isn't being used. 03
Section.CRN A20 Yes* The unique course reference number (cannot be reused). Required if Code isn't being used. 123456789
Section.Custom1-X A80 Optional custom fields relating to this section. Multiple custom fields can be used. ?
Term.Code A80 Yes Term number for this enrollment. 2022SP
Term.ActiveFrom Date Active start date. 2022-10-01
Term.ActiveTo Date Active end date. 2022-12-31
Faculty.OtherID A80 Yes* Faculty ID. Only the primary faculty will be imported. Required if this is the only unique faculty identifier. J25059
Faculty.FirstName A80 Yes Faculty First Name. Jane
Faculty.LastName A80 Yes Faculty Last Name. Doe
Faculty.UserName A80 Yes* Faculty Username, only required if faculty members will be logging into TracCloud, or as primary unique identifier. JDoe
Faculty.Salutation A80 Faculty's salutation. Dr.
Faculty.Department A80 Faculty Assigned Department. M262
Faculty.Phone A80 Faculty's phone number. 555-555-5555
Faculty.Email A80 Yes Faculty's email address. Only required if faculty members need to receive emails, or as a primary unique identifier.
Faculty.Custom1-X A80 Faculty custom fields. Multiple custom fields can be used. ?
Student.ID A40 Yes The ID/OtherID/OtherID2 of the student this registration is assigned to. A123456789
Registration.Grade A4 The final grade/withdraw code for this registration. Redrock will require a list of possible grades/codes to properly set this up. B+
Registration.RegStatus A30 An optional registration status that can be used to deactivate certain enrollments. Dropped
Registration.Custom1-X A80 Registration custom fields. Multiple custom fields can be used. A common example would be midterm grades. ?

Section Schedule Import Fields (Optional)
Name Type Required Description Example
Course.Subject A40 Yes The subject. MAT
Course.Course A20 Yes The course number. 100
Section.Code A80 Yes The section number. 45
Alternatively, a section CRN number can be used instead of the basic course information:
Section.CRN A20 Yes The course reference number. 123456789
Plus, the schedule data:
Schedule.Days A30 Yes Days of the week, formatted as MONTUEWEDTHUFRISATSUN. MONFRI
Schedule.Time Time Yes Schedule start time, military/24-hour format. 13:00:00
Schedule.Duration Time Yes The duration of this section schedule. 00:50:00